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Administrative Assistant II

1 month ago

Cambridge, United States V R Della Infotech Inc Full time
Job DescriptionJob DescriptionDescription:
Sets up and administers systems and processes for a department. Prepares documents for articles, cases, and presentations which may include proofreading, formatting exhibits and citations. Intermediate or better proficiency in MS Office, and willingness to learn Harvard systems, is required. Supports faculty when they are teaching including preparing handouts for class, coordinating arrangements for class visitors. Participates in proctoring exams. Coordinates audiovisual support for the classroom as needed. Responsible for maintaining information on course website, producing seating charts, updating class lists, etc. Manages complex calendars, scheduling appointments with students and others, making room and catering arrangements as necessary, and preparing documents for meetings. Coordinates complex travel arrangements. Prepares itineraries and documents to facilitate faculty travel. Assesses different itineraries for cost, convenience, and faculty preferences and arranges for travel visas. Prepares and processes expense reimbursements in a timely and accurate manner. Performs basic online research. Obtains books, articles, and other information. Maintains accurate and organized electronic and paper files for faculty. Practices careful version control of all documents with logical naming conventions. Greets visitors as primary contact on faculty member's behalf, and responds to phone calls, faxes, voicemail, and emails in a timely manner. Orders office supplies. Report-To Detail

Additional Details

  • Preferred Pay Rate Range : BR per hour pay rate
  • Report-To Detail : 100% on Campus
  • Tenure Limit : 3 months
  • FLSA Exemption Status : Non-Exempt/OT Eligible
  • Required Education : College Graduate
  • Required occupational training, certifications or license(s) : None
  • Business Title : Faculty Administrator
  • Additional Job Details : Position Description and Qualifications: Position #365155: Faculty Administrator Department of Chemistry and Chemical Biology Grade 55 (non-exempt/union) 40 hours per week Description: Provides a high level of complex administrative support to Faculty member and research group of 30+ members. Ensures efficient and effective day-to-day management of the activities of the Faculty member and research group. Responsible for large volume of varied, detailed-oriented tasks. Liaison with lab, faculty, departmental, FAS, University and external organizations including news media. Responds to, tracks, and manages large volume of invitations to PI for lectures and other events. Organizes, manages, and maintains PI s complex travel schedule. Responsible for complex travel arrangements, responds to last-minute travel problems and makes necessary changes. Bills/tracks/follows up 3rd party travel reimbursements and transactions. Responsible for planning and executing meetings, organizing special events and seminars, and responsible for keeping PIs complex calendar. Manages high volume of letters of recommendation and helps the PI manage and organize necessary documentation needed by student's in job searches. Assists PI in all teaching related duties. Responsible for group database projects and management (including oversight and maintenance of student talks/seminars and awards, manuscripts, patents, and publications). Oversight and management of videoconference/multimedia equipment. Designs and implements standard operating procedures (SOP) and administrative systems for office. Purchases office supplies and oversees office equipment operation and maintenance. Assists Principal Research Scientist with administrative, accounting/financial, record keeping and other functions as needed. Cross-trains with Laboratory Financial Administrator and provides back-up as needed. Works on special projects and others duties as assigned. Basic Requirements: 3-5 years of administrative experience required. Additional Qualifications: Bachelor's degree preferred. Must be extremely detail-oriented and possess excellent interpersonal, organizational, analytical, and problem solving skills. Ability to multi-task under competing deadlines and shifting priorities. Must be pro-active, take initiative, and exhibit sound judgment. Ability to handle complex, confidential, and sensitive material/information in a professional manner. Dedicated team player with strong customer service orientation. Strong computer skills (Word, Excel, PowerPoint, Outlook, and internet) and willingness/ability to learn and adapt to new software and technologies. Harvard University experience or knowledge a plus.
  • Does this position require a HUID? : Yes
  • Is the worker converting from being a Harvard full-time employee (FTE)? : No
  • Pre-identified candidate's information, including name, email, phone, state/city/zip & pay rate : (No Value)
  • Role requires identity, I-9 and 3 reference screen (recruited) : Yes
  • Role requires identity, I-9 screen (payrolled) : No
  • Role requires DMV/driving history screen : No
  • Role requires criminal background and sexual offender screening CORI/SORI : No
  • Role requires criminal background screen : No
  • Role requires 10-panel drug screen : No
  • Role requires credit record check : No
  • Role requires compliance with Immunization policy. : No